Mobile Data Collection

Projects Monitoring & Evaluation: the Traditional Approach

Beneficiaries Data collection Decision
Facilitators Supervisors Coordinators
Households (paper-based) Makers

Manual
Decision
data
Making
entry

Manual
data
check
Indicator
development

6 Months – 1 Year
$ $$$$
 Projects Monitoring & Evaluation: the Modern Approach
Beneficiaries Supervisors Decision
Paper-based survey Facilitators Coordinators
Households Makers

Automatic Decision
data Making
transfer

Data
Analysis

Indicator
development

Near-real time
$ $$
Data Collection Architecture
 Topics Covered in this Presentation

What You Need

• Laptop with internet access
• Smart phone or tablet with GPS/Location Capabilities

What We’ll Cover

• Creating and configuring a KoboToolbox Account
• Creating Customized Forms with Location and Multi-Media Data
• Sharing Forms with Other Users & Field Workers
• Accessing Forms on Phones, Tablets, and Computers via a Web Link
• Accessing Forms on Android Smart Phones via the KoBo Collect App
• Viewing and Exporting Field Collection Results
• Basic Analysis of Survey Results in KoBoToolbox
 Introduction to KoBoToolbox

https://www.kobotoolbox.org/
All-in-one tool for M&E: KoBo Toolbox – what it does

https://www.youtube.com/watch?v=4PNtT51h3CQ
Cost-free, simple-to-use system for M&E: KoBo Toolbox (developed by HHI)

• Fully free accounts, app, server space

• Everything Open Source
• Data protected & flexible use of servers
• Simple interface – easy to learn
• Quick and flexible form creation
• Ownership by clients & easy to scale
• Data and forms easy to share
• Large user Community (hum & dev)
KoBo Toolbox: Flexible and Easy Questionnaire Creation
KoBo Toolbox: Easy Offline Data Collection
KoBo Toolbox: Easy Data Analysis Functions
 KoBo Toolbox: Summary

• Simple and free

technology (ODK) Enter project data
• Customized data forms
• No internet/network -Sample-
connection needed
• Automatic data inte-
gration in centralized
MIS or M&E system
• Automatic mapping of
interventions
• Easy to scale across
portfolio/partners
• No ICT experts needed
 Building Capacity
with clients for
systematic and Photo:
Impression from geo-enabling training
sustainable use for the South Sudan Local Governance
and Service Delivery Project PIU
The growing Community behind KoBo Toolbox
 Creating an Account with KoBoToolbox

Creating an Account
http://www.kobotoolbox.org/
 Creating an Account with KoBoToolbox

Navigate to:
http://www.kobotoolbox.org/

Click “SIGN UP”

Creating an Account with KoBoToolbox

Select “Create an Account”

Under the headline:
“RESEARCHERS, AID WORKERS &
EVERYONE ELSE”
Creating an Account with KoBoToolbox

Fill the form in with the

requested information and
click “Create Account”
Creating an Account with KoBoToolbox

Once you see this page,

Navigate to your email account
 Creating an Account with KoBoToolbox

Open your email and find the message from “support” with the subject line,
“Activate your KoBoToolbox Account”
Creating an Account with KoBoToolbox

Click the long link in the email

to activate your account
Getting Familiar with the KoBoToolbox Website

Getting Familiar with the

KoBoToolbox Account
Getting Familiar with the KoBoToolbox Website

This is the welcome page for the KoboToolbox login page

From here, you can launch a new (or access an existing) project

To return to this page in the future, navigate to:

kf.kobotoolbox.org
Getting Familiar with the KoBoToolbox Website

Click the letter in the top right corner of the page to access
your account settings, change the language of the web page, or
log out of your account
Getting Familiar with the KoBoToolbox Website

On the bottom-left of the screen, you will find three icons for
more advanced users (legacy versions, source code), as well as
help resources (KoBoToolbox Help Center & KoBoToolbox
Community Form) “See next slides”
Getting Familiar with the KoBoToolbox Website

On the bottom-left of the screen, you will find two icons for
Click on KoBoToolbox
more advanced users (legacy Help Center
versions, to access
source the
code), ashelp
well where
as you
can: another link to the KoBo Help Center
Ask questions the KoBoToolbox support team or
Find a link to their “Help Center” (see next slide)

https://support.kobotoolbox.org/
The KoBoToolbox Help Center
Getting Familiar with the KoBoToolbox Website

Use the icons on the top-left of the page to toggle between

your projects (i.e. forms) and library of questions.

“Projects” are the forms you create for gathering dat.

In the “library”, you can find common questions published by

other KoBoToolbox users, as well as a place to store questions
you use frequently in your forms.
Getting Familiar with the KoBoToolbox Website

While creating forms, they will be stored in the “Drafts” section

of the “Projects” page.

Once you have completed creating a form, you will “deploy” it.
Deployed forms will appear in the “Deployed” section.

Old forms you are no longer using will appear in the “Archives”
Getting Familiar with the KoBoToolbox Website

Once you have draft and deployed forms, they will appear on
the home page of your KoBoToolbox account.

Additionally, information about each form, such as the number

of submissions, will appear on your home page.
 Creating Forms

Creating Data Collection Forms,

Questionnaires and Surveys

Supported by the Korea Trust Fund for Economic and Peacebuilding Transition
Setting Up a New Project and Creating Forms

To get started, click “New”,

Then click “Project”
Setting Up a New Project and Creating Forms

Click on “Build from Scratch”

Setting Up a New Project and Creating Forms

Name your “project” (i.e. your

survey form) and provide a
brief description.

Next, select the sector, country,

and click “CREATE PROJECT”
Setting Up a New Project and Creating Forms

Once you create a project form, you will be brought to this page
 Setting Up a New Project and Creating Forms

The name of your form is written across the top of the page,
and can be edited by typing in the box and clicking “SAVE”
 Setting Up a New Project and Creating Forms

Before adding questions, click the

“Layout & Settings” box
 Setting Up a New Project and Creating Forms

Check all the metadata boxes and click the settings icon
Getting Familiar with the KoBoToolbox Website

Make sure that all categories appear in the Metadata box and
Click “SAVE”

To add a question, click the “+” button

Getting Familiar with the KoBoToolbox Website

Enter your question, and click “+Add Question”

Getting Familiar with the KoBoToolbox Website

EXAMPLE: Creating a “text” question

Getting Familiar with the KoBoToolbox Website

After choosing a question type, you will be taken back to the main form
Make note of the icons on the right of the question regarding settings,
delete, duplicate, or add a question to your library

Settings

Delete Question

Duplicate Question

Add Question to Library

 Getting Familiar with the KoBoToolbox Website

Settings

Clicking the “Settings” icon opens this menu

 Getting Familiar with the KoBoToolbox Website

Settings

Data Column Name: This refers to the column title for responses to this particular question when the data is
exported to an Excel file. It should be short and concise, may contain numbers (but cannot start with them),
letters, and underscores (_). It may not contain spaces or special characters. Letters must be Latin characters.

Question Hint: The text you insert here will appear in smaller text beneath the question title. Use it to give more
context or clarification to a question.

Mandatory Response: Check this box to make this question required.

 Getting Familiar with the KoBoToolbox Website

Settings

Default Response: If the surveyor has no response for this question, the information you fill in the “Default
Response” box will be used to populate the data sheet.

Appearance (Advanced): Select an option or enter a code to change the appearance of your question. This is not
required, but may be useful for specific cases. The next slide contains more details.
Getting Familiar with the KoBoToolbox Website
 Getting Familiar with the KoBoToolbox Website

EXAMPLE: In this example, we will use a hypothetical school infrastructure project o illustrate how to use the
“Select One” question category with dependent “Skip Logic” (i.e. branching questions)
 Getting Familiar with the KoBoToolbox Website

A “Select One” question gives survey respondents a list of options from which they can choose only one.

Option 1, 2: Enter the options which make up this list here. This list may be extended by selecting “+ Click to add
another response” as many times as desired.
 Getting Familiar with the KoBoToolbox Website

EXAMPLE: Now that there are three options, we are going to introduce “Skip Logic. If “Active” is selected, the
survey respondent will have to answer an additional question. If the respond selects one of the other options,
no additional question will be required. To do this, select the “Settings” icon.
 Getting Familiar with the KoBoToolbox Website

Settings

Skip Logic: Once the “Settings” icon is selected, navigate to the left of the screen and select “Skip logic”. Next,
select “+ Add a condition”
 Getting Familiar with the KoBoToolbox Website

Once on the “Skip Logic” page, click the “Select question from list”, and choose the desired question.
 Getting Familiar with the KoBoToolbox Website

Now, select the “logic” of the “Skip Logic”. In this section, you will decide what condition must be met in order
for another question to be asked. In this example, As long as the surveyor answers the “Project Name” question,
he/she will have to answer the “Project Status” question.
 Getting Familiar with the KoBoToolbox Website

Be sure to save your form as often as possible. If you are finished with your form, click the “X”. You can always
revisit a draft form before deploying it, and can additionally edit a form after it has been deployed.
Questionnaire Creation with KoBoToolbox: Exploring Question Types

After clicking “+Add Question”, you will be prompted to choose the category of question
The category of question relates to the format of the question the enumerator will see on their
smartphone and, relatedly the data format you will get for your analysis

For example, if you create a “Number” question, the enumerator will only be able to insert
numbers into the response box. Similarly, if you select a “Date” question, the enumerator will
have to choose a date from the calendar. The same goes for pictures, audio, and video.
Choosing “Select One” or “Select Many” will give enumerators different forms of multiple
choice questions. Selecting “Point” will create a question resulting in the GPS coordinates of
the survey location.
 Questionnaire Creation with KoBoToolbox: Exploring Question Types

Select One Select Many Text Number

This question type allows Similar to the “Select A text question allows a A number question only
you to create a multiple- One” question, this respondent to write allows the user to answer
choice question where option allows you to whatever they want as an a question using whole
the user can only choose provide respondents with answer. This provides for numbers (integers).
one option as an answer. a list of options to choose flexibility, but can lead to
from when answering a unstructured data and For example, a question
For example, if you are question. The difference implies room for error. asking how many
interviewing a beneficiary is that they will be able to beneficiaries are served
and need to know his/her choose multiple answers. For example, a question by a project would be
status, a “Select One” asking the respondent’s best answered with a
question could ask the For example, a question name would require a whole number. (e.g. 950)
respondent to choose asking who benefits (e.g. text field. However, a However, a question
his/her status as “Host women, men, children) question asking the asking how much money
Community”, “IDP”, or from an implementation respondent which state (e.g. $199,999.95) is
“Refugee”. The site should allow the he/she is in may be better invested in a project
respondent can only fall respondent to select served by a “Choose One” would be best served by a
into one of these more than one of these so that there is no chance “Decimal” question (see
categories. options. of a typographical error. next slide for details).
 Questionnaire Creation with KoBoToolbox: Exploring Question Types

Decimal Date Time Date & Time

As mentioned in the A “Date” question allows The “Time” question This combines the two
previous slide, a the respondent to choose allows the respondent to questions to the left,
“Decimal” question is a date on a calendar. It choose a time (e.g. allowing the respondent
used when the possible does not include time. 12:30). to choose a date on the
answers related to calendar and enter a
numbers with decimals For example, “What is For example, question like time.
(fractions), such as your birthday?” or “What “What time did this
monetary values (e.g. day was this survey survey take place” would For example, “When
$149,999.99), performed on? use this. exactly was this survey?”
percentages (e.g. 0.67), or This question can also be Given date and time are
weight (e.g 64.5kg). useful in surveys, e.g. in the same question, the
when asking for the birth output in Excel will also
date of a beneficiary. be combined in the same
cell. This allows for quick
sorting of entries by old
and newer ones.
 Questionnaire Creation with KoBoToolbox: Exploring Question Types

Point Photo Audio Video

A “Point” question will This allows respondents This allows a respondent Similar to “Photo” and
use your phone’s in-built to take photos on-site, or to enter an audio “Audio”, this will allow
GPS (Global Positioning upload photos they have recording into the survey. respondents to record
Service) device to find saved on their It could be useful for and upload video footage
where you are. It smartphones. The photos beneficiary interviews, to a survey. Be careful
includes results in latitude will be saved on the recording noise levels of a when including video
and longitude, (together server and directly site, or making audio questions in forms, as file
they constitute the connected to each data notes in addition to filling sizes can quickly become
coordinates of the entry through a out survey questions. large, slowing uploads
respective location on hyperlink. On-site photos and using up data space
earth) as well as altitude, are very valuable for the on the account.
and accuracy values. purposes for M&E
Accuracy tells you how purposes. When carrying
precise the collected out surveys, it be may be
coordinates are in meters. advisable not to take
This question should be photos of respondents,
used in almost every but for instance take a
survey. picture of a paper sheet.
 Questionnaire Creation with KoBoToolbox: Exploring Question Types

Line Note Barcode / QR Code Acknowledge

Similar to the “Point” Similar to a text field, but Inserting the barcode Use an “Acknowledge”
option, a “Line” question specifically for question requires you to question to make a
uses your phone’s GPS respondents to make a install a barcode reading respondent confirm that
capabilities to draw lines note of something. application on your they have performed a
on a map. phone. KoBo will access task.
For example, if a this app when prompted
For example, if you want particular question may with a barcode question. For example, a mandatory
to map a road, you can require additional “I have answered this
use the “Line” option to information, it could be For example, scanning survey honestly”
trace its path. followed by a note. beneficiary ID cards. question.
 Questionnaire Creation with KoBoToolbox: Exploring Question Types

Area Rating Question Matrix Ranking

Similar to the “Point” and Use this to create an Use this to create a matrix Use this question to have
“Line” questions, an ordering question with question with multiple respondents rank a
“Area” question uses your multiple selection terms conditions and selection number of options in a
phone’s GPS to tract the and options. options. list.
geographic area of a (NOTE: This question is in (NOTE: This question is in
place. beta testing) beta testing)

Calculate File Range

This is an advanced This method is used to This is an advanced
method of performing enter a generic file (txt, method for calculating
calculations on responses pdf, xis, xisx, doc, docx, responses to questions
to questions answered in rtf, zip) answered in your form if
your form if needed prior necessary before
to data export. exporting data.
 Deploying Forms for Use in the Field

Deploying Finalized Forms for

Data Collection in the Field
 Preparation of Data Collection: Deploying Forms for Use in the Field

Once you are ready to deploy a form, expand the “Drafts” section and choose the form you want to deploy.
Next, click “Deploy”
 Preparation of Data Collection: Deploying Forms for Use in the Field

Wait a moment, or refresh the page (CNTL + r), and you will find your form in the “Deployed” section, along with
new details about it.

Above the “Redeploy” button, you will find icons for editing, visualizing, replace with an XLS document, and
more (downloading, cloning, and sharing).
 Preparation of Data Collection: Deploying Forms for Use in the Field

Edit: You may still edit your form after it has been deployed. If you choose to do so, click the “edit” icon and
make the necessary changes. “Redeploy” your form when finished, and your form will have a new version
number.
Preview: Click this icon to see what your form looks like
Replace with XLS: If you have made edits to your form outside of the KoBo website, you can upload the XLS here
 Preparation of Data Collection: Deploying Forms for Use in the Field

…: Clicking the “More Options” icon will give allow you to select one of the following

Download as XLS or XML: Downloading the form as either of these file types will allow you to make manual edits
to it (very advanced) or share it with someone offline.
Share this Project: You can share this form with other KoBo users, and may assign certain privileges to them. You
may also share it as a link. (NOTE: This is different from providing a link for surveyors to fill out. It is rather a link
for other KoBo users to view your form).
Clone this Project: This is essentially copying and saving a new version of this project
Preparation of Data Collection: Deploying Forms for Use in the Field

In the “Settings” page, you can make adjustments to certain

characteristics of your form (e.g. the name, and other properties). You
can also delete deployed forms from this page.
Preparation of Data Collection: Deploying Forms for Use in the Field

There are two methods for sharing forms with enumerators:

1.) All enumerator who have the KoBoCollect app installed on their Android smartphones can directly download
deployed forms, upon their deployment (see instructions on later slides)

2.) For anyone not using the app (e.g. for use on iPhones) the completed form can be shared as a link. To do so,
click the “Copy” button, open an email, SMS, or other kind of message, and paste the copied link (CNTL + v).
Preparation of Data Collection: Deploying Forms for Use in the Field

To adjust sharing settings and permissions, go to the project settings page and tap sharing. From here, you can
add a user and find other users in the "ADD USER" text box. You will see a drop-down menu to set access
permissions for this user. See the instructions in the next slide for details
Preparation of Data Collection: Deploying Forms for Use in the Field

Husername

This drop-down list of “ADD USER” sets access permissions for this user. For example, only users who will collect
data in the field, add their user names and assign permissions to "can send to."
Preparation of Data Collection: Deploying Forms for Use in the Field

Husername
bmitto

Add the name of the user you want to give access permissions to. Then click on the check box for the
permissions you want to give and click on ”GRANT PREMISSION”
 Using the ODK Collect App on your Android Device

Using the ODK Collect App for Android Smart Phones & Tablets
to Gather Data in the Field
1.Download and install ODK collect from google play store
2.Tap on the App to open it
3.Click the 3 dots at the top right corner of the app
4.Tap on General Settings
5.Tap on Server
6.Make the following changes
1. URL = https://kc.kobotoolbox.org
2. username = giscollect
3. password = collectgis
4. Tap to go back
7.Tap on Form management and make the following changes
1. Periodic updates = Every 24 hours
2. Automatic download = checked
3. Auto send = Wifi or Cellular
8.Tap to go back
9.Tap on User and device identity
10.Tap form metadata and make the following changes
1. Phone number = [put your phone number]
11.Tap to go back until you reach MAIN MENU
12.Tap on Get Blank form
13. Ensure that ONLY the Strathmore University geo-items form is checked. Uncheck the rest
14. At the bottom right, tap on get selected, then click “OK” on successful download
13. Under MAIN MENU
14. Tap Fill Blank Form
15. Tap the Strathmore University geo-items to start filling the tool
For iPhone users: https://ee.kobotoolbox.org/x/#eRajfXmN
 Summary: Using the App ‘ODK Collect’ on your Android Device
ODK Collect is a free and simple application available for Android smart phones. To use this app, follow these steps:

1. Go to the Google Play Store and search for “ODK Collect”: https://play.google.com/store/apps/details?id=org.odk.collect.android&hl=en
2. Install the application, and open it once this is complete
3. Select the vertical “…” and choose “General Settings”, then click on “Server”
4. Under ‘Server Settings’, click on “Type” and change it to “Other”
5. Select “URL”, and enter https://kc.kobotoolbox.org
6. Go back to “Server” and enter the username and password of your account [giscollect, collectgis]
7. Return to the home page and select “Get Blank Forms”. You will see a notification that the app is connecting your account
8. Make sure that the specific form you want to complete is highlighted and choose “Get Selected”
9. NOW YOU CAN WORK OFFLINE!
10. Back on the home page, click “Fill Blank Form” and select the desired form. You can do this as many times as needed.
11. Fill in this form, swiping left and right to go forward and back. When done, click on “Save Form and Exit”.
12. When online again, your forms will automatically upload to the platform (if “auto send” has been selected)
13. If ‘auto-send’ is not activated, after completing, go back to the home page and choose “Send Finalized Form”
 KoBo Toolbox Android App (ODK Collect): Installation process of the App

Step 1 Step 2 Step 3 Step 4

Navigate to the Search for Once on this page, Open the app and
Google Play Store “ODK Collect” Select “INSTALL” Select the “…”
 Settings Configuration: Connecting to your KoBo Account

Step 5 Step 6 Step 7 Step 8

Select In ‘General Settings’ In ‘Server Settings’ Click ‘URL’ and type
“General Settings” click on “Server” Change ‘Type’ to “ODK” https://kc.kobotoolbox.org
 Settings Configuration: Connecting to Your Account, Form Management

Step 9 Step 10 Step 11 Step 12

Click “Username” and Click on “Password” and In ‘General Settings’ click In ‘Auto send’ click on
enter the right one enter the right one on “Form Management” “Wifi or cellular”
 Settings Configuration: Form Management, Downloading Forms to Your Phone
Step 13 Step 14 Step 15 Step 16
In “Form update”, Select Back on the home page Verify that you are Select the form(s) that
Periodic updates Every 24 hrs, Select “Get Blank Forms” connected to the account you want to download
automatic download, hide old
form versions, delete after send
 Forms in ODK Collect: Downloading and Filling Deployed Forms in the App
Step 17 Step 18 Step 19 Step 20
Once your forms have After getting forms, you Select the form you want to Read the question on each
downloaded, select “OK” select “Fill Blank Form” fill out screen, respond, and then
swipe LEFT to the next
question
 Forms in ODK Collect: Submitting, Editing, and Viewing Forms in the App
Step 21
Edit/Delete Saved Forms Send Finalized Form View Sent Forms
When you have answered all
If you do not complete a If “Auto Send” is disabled, See forms that were sent
questions, Mark as finalized,
form, access it here send forms from here in the past
then tap “Save Form and Exit”